Traveling can be the most exciting part of the job. Getting to see other places and build your network with new people while getting paid, that sounds great. There in lies the stress, the money part. When traveling for work there are always company policies, or should be, about how to do all of this properly. There are some general things that should be a part of this that will make the employee, the employer and the accountants much happier.
When developing the travel expense and expense reporting policy make sure it is understandable and simple for everyone. There will always be questions but if you the policy is simple and you take the time to educate your staff about how the expensing works there will be less questions and less complications.
A suggestion that helps this policy knowledge process is to have a meeting specifically about travel and expenses but include the accounting department and allow them to talk. When your employees feel a connection to the accountants and what their job entails they are more apt to focus on the details that they can control to make it easier for the department. This is a much more effective strategy then having them be afraid of making a mistake.
Also, it is helpful for the accountants to convey the specifics of what is needed to meet IRS standards with expense reporting. This eliminates ill feelings for having to follow certain rules as it is not the accountants fault but rigid policies by the government. If you allow yourself and your staff to share the knowledge of why we expense things the way we do then there will be less confusion and questions while they are traveling. It is much more difficult to handle questions when separated.
Travel Expense Software
Expense report software is equipped with tools to help your employees navigate the intricacies of travel expenditure with ease and convenience. The software has the accurate guidelines for travel regulations and the options for administration to monitor what is going on without having to be there. Having the software makes the reporting easy but also the travel. There is less to keep track of, freeing you to focus on the business at hand and relax at some points to rejuvenate. Adding the software to your travel expense process takes the stress out of business travel.